Table of contents:
Activating a single client
In order to activate the Billtobox account of your clients, follow the steps below:
Go to the Clients menu
Click on New client
Fill out your client's information
To set up the sharing of documents:
Enable the Share documents with accountant toggle
Pick your delivery channel, for example Billtobox Files
Enter your email address (must match the address you use to log in to Billtobox Files)
Your client has been now been added to your list.
Now you need to activate their Billtobox. You can do so by clicking the
button:
Once your client's account has been created, two buttons will appear:
Clicking the
button will take you to your client's Billtobox.
Clicking the
button will take you to your client's documents in Billtobox Files.
Activating clients in bulk
To activate a large number of accounts more quickly, you can import your clients with the help of the spreadsheet downloadable below.
Fill out the spreadsheet, while respecting the following instructions:
A. Client name - alphanumeric
B. Address - alphanumeric
C. ZIP - alphanumeric
D. City - alphanumeric
E. Country - all full-length country names are supported in all languages and all casing (like: fRaNce, France, francE, etc.); 2-letter abbreviations are supported in all casing (like: fR, FR, fr, rO, RO)
F. KBO/KVK/SIREN - KBO (BCE/CBE) is for clients from Belgium - numeric: 10 digits, KVK is for clients from Netherlands - numeric: 8 digits; SIREN is for clients from France - numeric: 9 digits
G. VAT - optional for Belgium, but if there is no CBE, VAT becomes mandatory. Optional for The Netherlands, France. For other countries that don’t have SIREN, CBE, or KVK, the VAT is mandatory (e.g. if Romania is selected as the country, VAT is mandatory)
H. IBAN - FR + 9 digit + 1 letter + 2 digit (for France), BE + 14 digits (for Belgium), NL+ 2 digits + 4 letters + 10 digits (for Netherlands)
I. BIC - optional (alphanumeric)
J. Language (your client's) - must be fr, fR, FR, Fr, français, Français, French, EN, en, eN, En, anglais, Anglais, English
K. Contact name - alphanumeric
L. Contact language - must be fr, fR, FR, Fr, français, Français, EN, en, eN, En, anglais, Anglais
M. Contact email - valid only if the following characters are present: “@” and “.”
N. Assignee emails - optional (if data is filled in, the field is only valid if the following characters are present: “@” and “.”
Go to the Clients menu
Click on Upload clients
Select your duly completed Excel file (or drag and drop it into the import area) and click on Default to match the fields automatically.
Note: if you're not using the sample file available on the platform and at the bottom of this article, you'll need to match the corresponding fields to the columns of the file. Click on Save mapping before saving to avoid having to manually match the fields again the next time you upload a customer.
Save.
If errors are detected in the import file, they will be displayed:
These errors will tell you where the problems are coming from, please check the columns of the Excel file before trying again.
If no error is found, the clients are imported automatically.
Click on Provision all in Billtobox
